Great River Rd Interpretive Signage Project
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MEMORANDUM
September 9,2005
TO:
The Honorable Mayor and City Council Members
FROM:
Michael C. Van Milligen, City Manager
SUBJECT: Great River Road Interpretive Signage Project
National Scenic Byways 2T-02-02-102
Iowa DOT Project No. SBIA-IA03 (2)--2T-00 and SBIA-IA04 (2)--2T-00
Sealed bids were received for the National Mississippi River Museum and Aquarium -
Great River Road Interpretive Signage Project. City Engineer Gus Psihoyos
recommends award of the contract to the low bidder, Lange Sign Group, in the amount
of $23,010, which is 7.9% under the estimate of probable cost.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
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Michael C. Van Milligen
MCVM/jh
Attachment
cc: Barry Lindahl, Corporation Counsel
Cindy Steinhauser, Assistant City Manager
Gus Psihoyos, City Engineer
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MEMORANDUM
September 9, 2005
FROM:
Michael C, Van Milligen, City Ma~,~Y)
Gus Psihoyos, City Engineer .~,
TO:
SUBJECT: Great River Road Interpretive Signage Project
National Scenic Byways 2T-02-02-102
Iowa DOT Project No. SBIA-IA03 (2)--2T-00 and SBIA-IA04 (2)--2T-00
INTRODUCTION
The enclosed resolutions authorize the award of the contract for the National Mississippi
River Museum and Aquarium - Great River Road Interpretive Signage Project.
BACKGROUND
The Great River Road Interpretive Signage Project will consist of the layout, fabrication
and the installation of eleven (11) 2-panel interpretive signs which will graphically
display the entire Great River Road corridor and the Iowa Interpretive Centers along
with forty-seven (47) 1-panel signs which will only show the Great River Road.
Originally the public bidding process was initiated on July 18, 2005. Due to the
irregularities with the required bid proposal submittal documents, the three bids received
on August 9, 2005, were rejected and the public bidding procedure was re-initiated on
August 15, 2005.
BID RESULTS
Sealed bids were received on the project on September 8, 2005. Lange Sign Group of
Dubuque, Iowa, submitted the low bid in the amount of $23,010.00. This amount is
7.9% under the estimate of probable cost. A summary of the bid proposals received are
as follows:
Contractor Name
Total Bid
Lange Sign Group
Dubuque Sign Company
Sign Art Company, Inc.
GeoGraph Industries, Inc.
$23,010.00
$29,825.00
$43,155.00
$91,436.00
RECOMMENDATION
I recommend that the contract be awarded to Lange Sign Group in the amount of
$23,010.00.
PROJECT COST-BUDGET IMPACT
The estimate of probable costs for the Great River Road Interpretive Signage Project is
summarized as follows:
Cost Estimate
Construction Contract
Contingency (10%)
$25,000.00
2,500.00
J27.500.00
Total Project Cost
The project funding summary is as follows:
Fund Description
National Scenic Byways Grant, 2T-02-02-102
Mississippi River Parkway Commission Grant, SBIA-IA03 (2)--2T -00
Mississippi River Parkway Commission Grant, SPIA-IA04 (2)--2T-00
Dubuque County Historical Society (12%)
Total Project Funding
Bid Award
$23,010.00
2,500.00
$25,510.00
Fund Amount
$12,500.00
19,800.00
3,200.00
4,950.00
J40,450.00
The projects will be funded with State/Federal grant funds ($35,500 or approx. 88%)
and the remaining match will be funded by the Dubuque County Historical Society
($4,950 or approx. 12%). The City is the sponsor of the grant but will not contribute
funds to the project.
ACTION TO BE TAKEN
I recommend that the City Council adopt the attached resolution awarding the Great
River Road Interpretive Signage Project to Lange Sign Group in the amount of
$23,010.00.
Prepared by Robert Schiesl, P.E., Civil Engineer
cc: Dawn Lang, Budget Director
Laura Carstens, Planning Services Manager
Jerry Enzler, Mississippi River Museum
Trish McDonald, Mississippi River Museum
Roger R. Walton, P.E., Local Systems Engineer, IDOT
RESOLUTION NO.
RESOLUTION ADOPTING PLANS AND SPECIFICATIONS
Whereas, on the 18th day of July, 2005, plans, specifications, form of
contract and estimated cost were filed with the City Clerk of Dubuque, Iowa for
the Great River Road Interpretive Signage Project.
Whereas, notice of hearing on plans, specifications, form of contract, and
estimated cost was published as required by law.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF DUBUQUE, IOWA:
That the said plans, specifications, form of contract and estimated cost are
hereby approved as the plans, specifications, form of contract and estimated cost
for said improvements for said project.
Passed, adopted and approved this
day of
,2005.
Terrance M. Duggan, Mayor
Attest:
Jeanne F. Schneider, CMC, City Clerk
RESOLUTION NO.
AWARDING CONSTRUCTION CONTRACT FOR THE GREAT RIVER ROAD
INTERPRETIVE SIGNAGE PROJECT
Whereas, sealed bid proposals have been submitted by contractors for the Great
River Road Interpretive Signage Project pursuant to Resolution No. and notice
to bidders published in a newspaper published in the City of Dubuque, Iowa on the 19th
day of August, 2005.
Whereas, said sealed proposals were opened and read on the 8th day of
September, 2005, and it has been determined that the bid of Lange Sign Group of
Dubuque, Iowa, in the amount of $23,010.00 was the lowest bid for the furnishings of all
labor and materials and performing the work as provided for in the construction
documents.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF DUBUQUE, IOWA:
That the contract for the above improvement be awarded to Lange Sign Group
and the Manager be and is hereby directed to execute a contract on behalf of the City of
Dubuque for the complete performance of the work.
BE IT FURTHER RESOLVED:
That upon the signing of said contract and the approval of the contractor's bond,
the City Treasurer is authorized and instructed to return the bid deposits of the
unsuccessful bidders.
Passed, approved and adopted this
day of
,2005.
Terrance M. Duggan, Mayor
Attest:
Jeanne F. Schneider, CMC, City Clerk
RESOLUTION NO.
APPROVING CONSTRUCTION CONTRACT WITH LANGE SIGN GROUP FOR
THE GREAT RIVER ROAD INTERPRETIVE SIGNAGE PROJECT
Whereas the City Council by Resolution No. awarded the construction
contract for the Great River Road Interpretive Signage Project to Lange Sign Group;
and
Whereas Lange Sign Group has submitted the attached executed contract and
bond.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF DUBUQUE, IOWA:
1. The contract and bond attached hereto are hereby approved.
2. The City Manager is hereby authorized and directed to execute the contract on
behalf of the City of Dubuque.
Passed, approved and adopted this
day of
,2005.
Terrance M. Duggan, Mayor
Attest:
Jeanne F. Schneider, CMC, City Clerk
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City Clerk's Office
50 West 13th Street
Dubuque, Iowa 52001-4864
(563) 589-4UO Office
(563) 589-0890 Fax
(563) 690-6678 TOD
www.cityofdubuque.org
D~B~E
~~~
September 12, 2005
Keith Zenner
Dubuque Sign Company
2099 South park Court
Dubuque IA 52003-7985
Dear Mr. Zenner:
On August 15, 2005, the City Council rejected all of the bids received for the Great
River Road Interpretive Signage Project and re-ordered bids. Therefore, I am returning
your money order in the amount of $500.00.
If you have any questions, please feel free to contact me.
Sincerely,
Jeanne F. Schneider
City Clerk
Service
People
lntl!llrity
RespOIlSl~ility
Innovation
Teamwork
,
RESOLUTION NO. 386 - 0 5
RESOLUTION ADOPTING PLANS AND SPECIFICATIONS
Whereas, on the 18th day of July, 2005, plans, specifications, form of contract
and estimated cost were filed with the City Clerk of Dubuque, Iowa for the Great River
Road Interpretive Signage Project.
Whereas, notice of hearing on plans, specifications, form of contract, and
estimated cost was published as required by law.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF DUBUQUE, IOWA:
That the said plans, specifications, form of contract and estimated cost are
hereby approved as the plans, specifications, form of contract and estimated cost for
said improvements for said project.
Passed, adopted and approved this 15th day of August, 2005.
Jeanne F. Schneider, CMC, City Clerk
RESOLUTION NO. 387-05
REJECTING ALL BIDS RECEIVED FOR THE GREAT RIVER ROAD
INTERPRETIVE SIGNAGE PROJECT AND RE-ORDERING BIDS FOR
THE PROJECT
Whereas, sealed bid proposals have been submitted by contractors for the
Great River Road Interpretive Signage Project (the project) pursuant to
Resolution No. 335-05 and notice to bidders published in a newspaper published
in the City of Dubuque, Iowa on the 22nd day of July, 2005.
Whereas, said sealed proposals were opened and read on the 9th day of
August, 2005; and
Whereas, the City Council has deemed it advisable to reject all bids and to
re-bid the Project.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF DUBUQUE, IOWA:
Section 1. That the bids for the above Project be rejected and the
Manager is authorized and instructed to return the bid deposits of all the bidders.
Section 2. That the City Clerk is hereby directed to re-advertise for bids
for the Project, to be published in a newspaper having general circulation in the
City of Dubuque, Iowa, which notice shall not be less than four days nor more
than forty-five days prior to the receipt of said bids at 2:00 p.m. on the 8th day of
September, 2005. Bids shall be opened and read by the City Clerk at said time
and will be submitted to the Council for final action at the City Council meeting on
the 19th day of September, 2005.
Passed, approved and adopted this
,2005.
Attest:
eanne F. Schneider, CMC, City Clerk
~~~E
~~~
MEMORANDUM
August 10, 2005
TO:
The Honorable Mayor and City Council Members
FROM:
Michael C. Van Milligen, City Manager
SUBJECT: Great River Road Interpretive Signage Project
National Scenic Byways 2T-02-02-102
Iowa DOT Project No. SBIA-IA03 (2)--2T-00 and SBIA-IA04 (2)--2T-00
Sealed bids were received on the National Mississippi River Museum and Aquarium -
Great River Road Interpretive Signage Project on August 9,2005. The three bid
proposals received were non-compliant with the required bid proposal submittal
documents.
City Engineer Gus Psihoyos recommends rejection of all bid proposals received,
adoption of the plans and specifications, and requests City Council authorization to
re-bid the project.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Mic[;~.in~lJL
MCVM/jh
Attachment
cc: Barry Lindahl, Corporation Counsel
Cindy Steinhauser, Assistant City Manager
Gus Psihoyos, City Engineer
Thi~~E
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MEMORANDUM
August 11, 2005
TO: Michael C. Van Milligen, City Manager
FROM: Gus Psihoyos, City Engineer 09 C\
fJV r.I\ 01
SUBJECT: Great River Road Interpretive Signage Project
National Scenic Byways 2T -02-02-102
Iowa DOT Project No. SBIA-IA03 (2)--2T-00 and SBIA-IA04 (2)--2T-00
INTRODUCTION
The National Mississippi River Museum and Aquarium - Great River Road Interpretive
Signage Project public bidding process was initiated on July 18, 2005. Sealed bids
were received on the project on August 9, 2005. Three (3) bid proposals were received
by the City Clerk, all of which had some type of irregularities with the required bid
proposal submittal documents.
As a result of the non-compliant bid proposals received, I concur with the
recommendation of City staff, Corporation Council, the Iowa DOT and the Dubuque
County Historical Society and recommend the rejection of all bid proposals received and
that the public bidding procedure for the project be re-initiated.
The enclosed resolutions reject the three (3) bid proposals received and authorize the
re-initiation of the public bidding procedure for the Great River Road Interpretive
Signage Project.
BACKGROUND
The Great River Road Interpretive Signage Project will consist of the layout, fabrication
and the installation of eleven (11) 2-panel interpretive signs which will graphically
display the entire Great River Road corridor and the Iowa Interpretive Centers along
with forty-seven (47) 1-panel signs which will only show the Great River Road.
DISCUSSION
Since this is a State/Federal funded project, there are specific submittals and
documentation requirements for compliance with both State and Federal regulations.
The construction documents included supplemental instructional sheets and specific
guideline documents to assist and direct the bidders on what is required for submittal of
a bid proposal. Additionally, a pre-bid conference was held on August 2nd, which
allowed prospective bidders to ask questions and staff to further discuss what is
required for submittal of a bid proposal. Attendance by all prospective bidders was not
mandatory but was highly recommended. Of the three (3) bidders on the project, only
one (1) attended the pre-bid conference.
Due to the non-responsive and non-compliant bid proposals received for the three (3)
bid proposals received, additional clarification and "sample completed forms" will be
included in the construction documents, along with conducting a "mandatory" pre-bid
conference to instruct bidders to include the required submittals and documentation for
compliance with both State and Federal regulations.
PROJECT SCHEDULE
The revised schedule for the project is as follows:
Initiate Local Public Bidding Process
Advertisement for Bid Proposals
Pre-Bid Conference
Receipt of Bid Proposals
Award of Construction Contract
Preconstruction Conference
Project Completion Date
August 15, 2005
August 19,2005
August 30,2005
September 8, 2005
September 19, 2005
September 26,2005
November 23, 2005
RECOMMENDATION
I recommend the adoption of the plans and specifications, that all bids be rejected and
that the City Council authorize the rebidding of the Great River Road Interpretive
Signage Project by the adoption of the enclosed resolution.
BUDGET IMPACT
Based upon input from signage contractors and the bid proposals received, the estimate
of probable cost has been revised for the Great River Road Interpretive Signage Project
and is summarized as follows:
Construction Contract
Contingency (10%)
"Revised"
Estimate
$25,000.00
2,500.00
Total Project Cost
$27.500.00
The project funding summary is as follows:
Fund Description
National Scenic Byways Grant, 2T-02-02-102
Mississippi River Parkway Commission Grant, SBIA-IA03 (2)--2T -00
Mississippi River Parkway Commission Grant, SPIA-IA04 (2)--2T-00
Dubuque County Historical Society (12%)
Fund Amount
12,500.00
$19,800.00
3,200.00
4,950.00
Total Project Funding
J40,450.00
The projects will be funded with State/Federal grant funds ($35,500 or approx. 88%)
and the remaining match will be funded by the Dubuque County Historical Society
($4,950 or approx. 12%). The City is the sponsor of the grant but will not contribute
funds to the project.
ACTION TO BE TAKEN
The City Council is requested to adopt the plans and specifications, reject all bid
proposals received, authorize the re-initiation of the public bidding procedure and
authorize the City Clerk to advertise for bid proposals through the adoption of the
enclosed resolutions for the Great River Road Interpretive Signage Project.
Prepared by Robert Schiesl, P.E., Civil Engineer
cc: Dawn Lang, Budget Director
Laura Carstens, Planning Services Manager
Jerry Enzler, Mississippi River Museum
Trish McDonald, Mississippi River Museum
Roger R. Walton, P.E., Local Systems Engineer, IDOT
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RESOLUTION NO. 333-05
PRELIMINARY APPROVAL OF PLANS AND SPECIFICATIONS
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF DUBUQUE, IOWA:
That the proposed plans, specifications, form of contract and estimated cost for
the Great River Road Interpretive Signage Project in the estimated amount of
$17,529.00 are hereby approved and ordered filed in the office of the City Clerk for
public inspection.
Passed, adopted and approved this 18 t h day of
eanne F. Schneider, CMC, City Clerk
RESOLUTION NO. 334-05
FIXING DATE OF HEARING ON PLANS AND SPECIFICATIONS
Whereas, the City Council of the City of Dubuque, Iowa has given its preliminary
approval on the proposed plans, specifications, and form of contract and placed same
on file in the office of the City Clerk for public inspection of the Great River Road
Interpretive Signage Project.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF DUBUQUE, IOWA:
That a public hearing will be held on the 15th day of August, 2005, at 6:30 p.m. in
the Public Library Auditorium at which time interested persons may appear and be
heard for or against the proposed plans and specifications, form of contract and cost of
said improvement, and the City Clerk be and is hereby directed to cause a notice of
time and place of such hearing to be published in a newspaper having general
circulation in the City of Dubuque, Iowa, which notice shall be not less than four days
nor more than twenty days prior to the day fixed for its consideration. At the hearing,
any interested person may appear and file objections to the proposed plans,
specifications, contract, or estimated cost of the improvement.
Passed, adopted and approved this 18th day of July
eanne F. Schneider, CMC, City Clerk
RESOLUTION NO. 335-05
ORDERING BIDS
NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF
DUBUQUE, IOWA:
That the Great River Road Interpretive Signage Project is hereby ordered to be
advertised forbids for construction.
BE IT FURTHER RESOLVED, that the amount of the security to accompany
each bid shall be in an amount which shall conform to the provisions of the Notice to
Bidders hereby approved as a part of the plans and specifications heretofore adopted.
That the City Clerk is hereby directed to advertise for bids for the construction of
the improvements herein provided, to be published in a newspaper having general
circulation in the City of Dubuque, Iowa, which notice shall not be less than four days
nor more than forty-five days prior to the receipt of said bids at 2:00 p.m. on the 9th day
of August, 2005. Bids shall be opened and read by the City Clerk at said time and will
be submitted to the Council for final action at 6:30 p.m. on the 15th day of August, 2005.
Passed, adopted and approved thisl8th day of July
Attest:
eanne F. Schneider, CMC, City Clerk
RESOLUTION NO.
RESOLUTION ADOPTING PLANS AND SPECIFICATIONS
Whereas, on the 18th day of July, 2005, plans, specifications, form of contract
and estimated cost were filed with the City Clerk of Dubuque, Iowa for the Great River
Road Interpretive Signage Project.
Whereas, notice of hearing on plans, specifications, form of contract, and
estimated cost was published as required by law.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF DUBUQUE, IOWA:
That the said plans, specifications, form of contract and estimated cost are
hereby approved as the plans, specifications, form of contract and estimated cost for
said improvements for said project.
Passed, adopted and approved this
day of
,2005.
Terrance M. Duggan, Mayor
Attest:
Jeanne F. Schneider, CMC, City Clerk
~~~JE
~YN--~
MEMORANDUM
July 13, 2005
TO:
The Honorable Mayor and City Council Members
FROM:
Michael C. Van Milligen, City Manager
SUBJECT: Great River Road Interpretive Signage Project
National Scenic Byways 2T-02-02-102
Iowa DOT Project No. SBIA-IA03 (2)--2T-00 and SBIA-IA04 (2)--2T-00
City Engineer Gus Psihoyos recommends initiation of the bidding process for the
National Mississippi River Museum and Aquarium - Great River Road Interpretive
Signage Project, and further recommends that a public hearing be set for August 15,
2005.
The Dubuque County Historical Society (DCHS) and the City, as the local sponsor for
the Great River Road Interpretive Signage Project, secured a National Scenic Byways
Program grant in the amount of $12,500 through the Federal Highway Administration.
The DCHS received an additional two grants from the Mississippi River Parkway
Commission in the amount of $23,000, which was awarded through the Iowa
Department of Transportation. The City is the sponsor of the grant, but will not
contribute funds to the project.
Through discussions with the Iowa DOT, DCHS and City staff, it was determined that
the project would be more efficiently managed and would have more local vendor and
supplier participation if the project could be bid locally through the City of Dubuque.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
/],1 / L/. /};. (17
I 1"'/ 1111/ teL__
Michael C. Van Milligen
MCVM/jh
Attachment
cc: Barry Lindahl, Corporation Counsel
Cindy Steinhauser, Assistant City Manager
Gus Psihoyos, City Engineer
i5~~~E
~Yk.~
MEMORANDUM
July 13, 2005
TO:
FROM:
Michael C. Van Milligen, City Man~Y)
Gus Psihoyos, City Engineer ~
SUBJECT: Great River Road Interpretive Signage Project
National Scenic Byways 2T-02-02-102
Iowa DOT Project No. SBIA-IA03 (2)--2T-00 and SBIA-IA04 (2)--2T-00
INTRODUCTION
The enclosed resolutions authorize the public bidding procedure for the National
Mississippi River Museum and Aquarium - Great River Road Interpretive Signage
Project.
BACKGROUND
The Dubuque County Historical Society (DCHS) and the City as the local sponsor
secured a National Scenic Byways Program grant in the amount of $12,500 awarded by
the Federal Highway Administration (FHWA). The DCHS received an additional two (2)
grants from the Mississippi River Parkway Commission in the amount of $23,000, which
was awarded through the Iowa Department of Transportation (Iowa DOT) for the Great
River Road Interpretive Signage Project.
The Great River Road Interpretive Signage Project will consist of the design, fabrication
and the installation of eleven (11) 2-panel interpretive signs which will graphically
display the entire Great River Road corridor and the Iowa Interpretive Centers along
with forty-seven (47) 1-panel signs which will only show the Great River Road.
Attached for your review is a graphic rendition of what the Great River Road Interpretive
Signs are anticipated to look like.
DISCUSSION
Through discussions with the Iowa DOT, DCHS and City staff, it was determined that
the project would be more efficiently managed and would have more local vendor and
supplier participation if the project could be bid locally through the City of Dubuque. The
Iowa DOT will allow local bidding of the Great River Road Interpretive Signage project
because the estimate of probable cost for the project is less than $100,000.
PROJECT SCHEDULE
Since this is a State/Federal funded project, the City is required to submit a request to
the State for concurrence and authorization to proceed. The City has submitted a final
draft of the signage plans, specifications and estimate of probable cost for Iowa DOT
approval.
The schedule for the project is as follows:
Initiate local Public Bidding Process
Advertisement for Bid Proposals
Pre-Bid Conference
Notice of Public Hearing on Plans & Specifications
Receipt of Bid Proposals
Public Hearing on Plans & Specifications
Award of Construction Contract
Preconstruction Conference
Project Completion Date
RECOMMENDATION
July 18, 2005
July 22, 2005
August 2, 2005
August 5, 2005
August 9, 2005
August 15,2005
August 15,2005
August 19, 2005
October 10, 2005
I would recommend that the City Council establish the date for the public hearing, and
authorize the City Clerk to advertise for proposals.
BUDGET IMPACT
The estimate of probable cost for the Great River Road Interpretive Signage Project is
summarized as follows:
Construction Contract
Contingency (10%)
Total Project Cost
The project funding summary is as follows:
Estimate
$15,936.00
1,593.00
~17.529.00
Fund Description
National Scenic Byways Grant, 2T-02-02-102
Mississippi River Parkway Commission Grant, SBIA-IA03 (2)--2T-00
Mississippi River Parkway Commission Grant, SPIA-IA04 (2)--2T-00
Dubuque County Historical Society (12%)
Total Project Funding
Fund Amount
12,500.00
$19,800.00
3,200.00
4,950.00
$40.450.00
The projects will be funded with State/Federal grant funds ($35,500 or approx. 88%)
and the remaining match will be funded by the Dubuque County Historical Society
($4,950 or approx. 12%). The City is the sponsor of the grant but will not contribute
funds to the project.
ACTION TO BE TAKEN
The City Council is requested to establish the date for the public hearing and to
authorize the City Clerk to advertise for proposals through adoption of the enclosed
resolutions for the Great River Road Interpretive Signage Project.
Prepared by Robert Schiesl, P.E., Civil Engineer
cc: Dawn Lang, Budget Director
Laura Carstens, Planning Services Manager
Jerry Enzler, Mississippi River Museum
Trish McDonald, Mississippi River Museum
Roger R. Walton, P.E., Local Systems Engineer, IDOT